Electronic Birth Registration System
(EBRS)
User Guide
Revision date: November 7, 2008Developed by the New York City Department of Health and Mental Hygiene
Bureau of Vital Statistics
Electronic Birth Registration System Project
(212) 788-4575 or
[email protected]
TABLE OF CONTENTS
INTRODUCTION... 4
I. USER ROLES IN EBRS ... 5
II. NYC MED PORTAL ... 7
III. ELECTRONIC BIRTH REGISTRATION SYSTEM ... 9
1. System Login ... 9
2. Menu Structure ... 11
3. Locate a Case ... 13
4. Start a New Case ... 16
5. Screen Navigation ... 22
Menus ... 22
Navigational Buttons ... 24
Moving from Field to Field Inside a Page ... 25
The Registration Header ... 26
6. Data Entry Screens ... 27
A. Parent Information ... 27
Child Page ... 27
Mother Page ... 28
Mother Address Page ... 29
Mother Attributes Page ... 30
Mother Health Page ... 32
Paternity Page ... 33
Father Page... 33
Father Attributes Page... 34
B. Facility Information... 35
Place of Birth Page... 35
Prenatal Page ... 36
Pregnancy Factors Page ... 37
Labor Page ... 38
Delivery Page ... 39
Newborn Page ... 40
Newborn Factors Page ... 41
Admissions and Discharges Page ... 42
7. Edits and Validation ... 46
Validate Page ... 46
Validate Registration ... 49
Edit or Validation Rule Failures ... 50
Go to Field ... 50
Popup ... 51
Soft Edit Failures ... 52
Overriding a Soft Edit ... 53
8. Certification and Authentication ... 54
Certification ... 55
Troubleshooting for Unsuccessful Attempts at Certification ... 57
Uncertifying a Case... 57
9. Link a Plural Delivery ... 59
10. Record Statuses and Work Queues ... 65
Record Statuses ... 65
Work Queues ... 66
Advanced Use of Work Queues ... 69
Display Options ... 69
Search Functions and Filters ... 70
Other Functions ... 71
Certify Registration ... 72
Comments ... 73
Print Queue List ... 74
Registration Work Queue Summary ... 74
11. Potential Duplicates ... 75
12. Inserting a Comment on a Record ... 81
13. Messaging Functions ... 84
Viewing Messages ... 84
Deleting Messages ... 85
Sending Messages ... 87
APPENDIX A: GLOSSARY OF ICONS AND CONTROLS ... 92
APPENDIX B: SOFTWARE AND HARDWARE REQUIREMENTS ... 95
INTRODUCTION
The Electronic Birth Registration System (EBRS) is the portion of the New York City Electronic Vital Events Registration System (EVERS) dedicated to recording birth events. EBRS replaces the outmoded previous paper-PC-diskette system with a web-based system. It enables secure, electronic filing of births, including electronic authentication by birth certifiers. Although the birth record will be fully electronic, an Acknowledgment of Paternity (AOP), if present, must still be submitted on paper and signed manually.
EBRS is designed to improve data quality and be user friendly. It also facilitates the protection of confidentiality and security of birth data. The system incorporates HIPAA-compliant security features such as access control, encryption, secure data transmission and non-repudiation
mechanisms through the use of fingerprint recognition devices. EBRS Features:
→ Flexible Internet solution available 24/7 for all registered users
→ Multiple users from the same institution can use the system at the same time → Highly secure and Internet-accessible
→ User-friendly birth record data entry screens → Edits and validation rules built into the system
→ Help Desk support provided by the New York City Department of Health and Mental Hygiene
→ Free EBRS and biometric software
→ Based on the same software used for Electronic Death Registration (EDRS)
This step-by-step guide aims to explain the basics of navigating through the application, the data entry process for creating, certifying, and retrieving birth certificates from EBRS. The
definitions and rules for properly completing a New York City birth certificate are addressed in a separate document: Guidelines for the New York City Electronic Birth Registration System (EBRS)-Basic Procedures and Data Definitions. The latest versions of all documents are available on the EVERS website at http://www.nyc.gov/html/doh/html/vr/vr-evers.shtml. For additional instruction on record entry, troubleshooting help, or user administration, contact DOHMH during normal business hours (Monday-Friday, 9 am to 5 pm, except holidays) at (212) 788-4575 and ask for an EBRS team member.
Please see Appendices B and C for the hardware/software system requirements and biometric installation instructions.
User Roles
I. USER ROLES IN EBRS
All users enrolled in EBRS are assigned a user role. User roles determine an individual’s access to various system functions and control security privileges.
There are four roles normally assigned to birthing institution users: • Facility User
• Certifier
• System Administrator/Deputy System Administrator • Birth Attendant
Facility User - This user can enter all information into birth records, run edits and validation rules to prepare records for certification, enter amendments to registered records, and view all birth records owned by the facility. Facility users need access to a PC that meets the hardware and software requirements, as well as NYC MED and EBRS usernames and passwords.
Certifier - This user has identical abilities to a Facility User, but also can certify (biometrically affirm) birth records and amendments. Certifiers need access to a PC that meets the hardware and software requirements, biometric software and a biometric device, as well as NYC MED and EBRS usernames and passwords.
System Administrator and Deputy System Administrator - Facility System Administrators
and Deputy System Administrators are responsible for the management of users at the institution. (Deputy System Administrators have the same capabilities as System Administrators, except for the ability to remove the System Administrator.) System
Administrators also serve as the main point of contact between the institution and the EBRS staff at DOHMH for all user administration inquiries. These roles can also be combined with a Facility User or Certifier role if the individual will also be responsible for entry and/or
certification of birth records. System Administrators need access to a PC that meets the
hardware and software requirements, biometric software and a biometric device, as well as NYC MED and EBRS usernames and passwords.
We recommend that the System Administrator be a staff member or manager who is familiar with the business processes for birth registration at the facility, as he or she will be responsible for determining the security privileges of the other users (e.g. determining who is able to certify records for the facility).
Birth Attendant - Normally, Attendants are set up in the system for the sole purpose of appearing in a Birth Attendant selection box inside a birth record. They are not assigned to a NYC MED account. If these medical professionals will also be using the system, they can be given a NYC MED account and Facility User or Certifier privileges.
Please see the table on the next page for a detailed description of the needs and abilities for each user role.
User Roles
Summary of EBRS User Roles
USER ROLE
FACILITY
USER CERTIFIER ATTENDANT
† SYSTEM ADMINISTRATOR AND DEPUTY SYSTEM ADMINISTRATOR* NEEDS Computer Hardware/ Software
Access to a PC that meets the software and hardware requirements
X X X
Biometric software and device X X
Login Access NYC MED username X X X
EVERS (EBRS) username X X X† X
ABILITIES Data Entry Data entry of birth record
information X X
Run edits and validation rules X X Produce an Acknowledgement
of Paternity through the system‡
X X
Certification Electronically certify birth
records X
Amendments Enter Hospital Substitution
Amendments X X
Electronically affirm Hospital
Substitution Amendments X Manage User
Accounts at Your Facility
Create new user accounts
X§
Update user information X§
Close user accounts X§
Biometrically enroll Certifiers’
fingerprints X
System Support Reset user passwords X
Refer users with system-related questions to the DOHMH Help Desk
X
Produce Reports Registration reports‡ X X X
Security reports X LOOK-UP MENU VISIBILITY Attendant Look-up Menu
Listed for selection as the Attendant at birth for a child’s record
X Certifier
Look-up Menu
Listed for selection as the
Certifier for a child’s record X
*The only difference between the facility’s System Administrator and the Deputy System Administrator(s) is that the Deputy(ies) cannot close the System Administrator’s account. Administrator roles can also be combined with the Facility User or Certifier role to provide additional abilities.
†
Birth Attendants are normally entered into the system ONLY to appear in the Attendant Look-up Menu. If you would like an Attendant to also have User or Certifier capabilities, you must notify the DOHMH staff member setting up the Attendant’s account that the Attendant needs additional privileges.
‡
This functionality is not currently available, but is planned in the future.
§
Currently, ALL user accounts are required to be created/managed by the EBRS staff at DOHMH. System Administrators must notify DOHMH with all user account requests.
NYC MED
II. NYC MED PORTAL
NYC MED is the single point of entry for providers to access all New York City (NYC) Department of Health and Mental Hygiene (DOHMH) online applications. Users must have a NYC MED account before they can access the EBRS application. If you are not currently a NYC MED member, you must be registered with NYC MED first.
UNTIL FURTHER NOTICE, NEW BIRTH USERS WILL BE ENROLLED IN NYC MED AND EBRS BY EBRS STAFF MEMBERS AT THE DOHMH. FACILITY SYSTEM ADMINISTRATORS/DEPUTY SYSTEM ADMINISTRATORS SHOULD NOT ATTEMPT TO ENROLL THEIR OWN BIRTH USERS. ANY TIME A NEW
USER ACCOUNT IS NEEDED FOR EBRS, CONTACT THE EBRS TEAM AT
[email protected] (212) 788-4575.
Once you are notified by the DOHMH that you have been enrolled in NYC MED and EBRS, do the following to access NYC MED:
NYC MED
2. Type the web address: http://www.nyc.gov/health/nycmed in the Address bar and click on Go or press Enter
This web address can be saved in your Favorites so you can access NYC MED without having to type the address in every time.
3. Enter your NYC MED username and Password and select Login
If you have problems accessing NYC MED or your username has been locked out due to too many incorrect login attempts, please email [email protected] or call 1-888-NYCMED9
EBRS Login
III. ELECTRONIC BIRTH REGISTRATION SYSTEM
1. System Login
Once you enter NYC MED you will see the screen that contains a list of the NYC Department of Health and Mental Hygiene applications on the left hand side.
Step 1: Click on Electronic Vital Events Registration System (EVERS).
Step 2: A new Internet Explorer window will open with a new link. Click on EVERS - Click Here
EBRS Login
Step 3: A new Internet Explorer window will open with the EBRS application Login screen.
Step 4: Enter your EBRS User Name and password. Your EBRS User Name will most likely be same as your NYC MED User Name, but your passwords for each may differ. Keep in mind that User Names and Passwords are case-sensitive.
Step 5: Click Login.
Step 6: If you are affiliated with more than one facility, you will need to select the facility to which you want to log in. If you are only affiliated with one facility, you will be taken to the Home Page (continue on the next page of this User Guide).
Please use the EBRS User Name provided to you by DOHMH or your System
Administrator. Remember, user IDs and passwords are case-sensitive (i.e. Testuser is different than testuser)!
Click on the arrow for the dropdown menu to display the available facilities. Click on the name of the facility to select it.
Once the correct facility is displayed as the Office, click the Continue button.
Menu Structure
2. Menu Structure
When you enter the EBRS application you will be taken to the system Home Page. Your home page contains the following:
Main Menu, Current Activities, Messages, Your User Name and Institution, and Logoff
Main Menu headings that appear with a sideways arrow ( ) indicate that the menu contains sub-menus. When the arrow points downward ( ), it means that the menu has been expanded to view the sub-menus. The Main Menu headings and sub-menus displayed change depending on the permissions allowed by user’s security profile. For example, a facility System Administrator will see different headings and sub-menus in his or her Main Menu than a birth facility data entry clerk.
Click on any of the headings in the Main Menu to navigate through the menu. Clicking on the links provided in the sub-menus will take you to the corresponding screens.
The Main Menu for Facility Users and Certifiers contains the following sub-menus: • Main
o Home
o Change Office (only if you are affiliated with more than one institution) o Change Password o Messages o Logout • Life Events o Birth Locate Case
Start New Case • Queues
o Registration Work Queues
o Registration Work Queue Summary • Help
Menu Structure
The Current Activities and Messages displayed are specific to your facility and user role. They serve as a “to do” list or reminder list of records in need of attention.
Current Activities displays a listing of the Queues that contain records requiring immediate attention. The Queue Name is displayed along with a count of records in the queue, and the age of the oldest record in the queue. Queues are only displayed in the Current Activities page if there are records placed in them; for example, if there are currently no records with a Legal Pending status, you will not see the Legal Pending queue displayed here.
See page 65 for more information about Statuses and Queues.
Messages will contain any messages that were sent to you within the EBRS application. Some messages are sent from user to user, while others are system-generated. System-generated messages are most often sent to an office (or facility) rather than to an individual user. All users affiliated with the facility will be able to view the message.
The Message list will display From, the Message Text (may be truncated), and the Date Sent.
See page 84 for more information about Messages.
Click on the link provided on the queue name to access the queue.
Locate a Case
3. Locate a Case
This function is used to search for an existing birth record started by your facility in the system.
Step 1: From the Main Menu Life Events Birth submenu, select Locate Case
Step 2: To locate a case that was previously started in the system, you can enter any information that you have about the case, such as name(s), case ID, or date of birth. You only need to enter information in one field, but can enter information into as many fields as you would like to narrow your search. Once you have entered your search criteria, click Search.
Your case will show up in the Results list.
Step 3: Click on the link on the child’s name to access the case or on the Preview link to view a summary of the case.
Locate a Case
For any search that you conduct, if there are no cases in the system that match the criteria you entered, you will see the following screen.
Click the New Search button to perform the search with new criteria.
To perform a ‘wild card’ search you must use the % sign. In any search field, if you enter a % to search, it will bring up all records/items in the list. For example, if you enter a % into the Child’s Last Name field, it will bring up all of the birth records entered by your facility.
Please note that conducting a broad search, such as calling up all records entered, will affect system performance. In addition, depending upon the number of records that are in the system, the search results might be truncated at a certain point because the number of records shown in your results list has reached the maximum limit.
If you would like to narrow your search, you can enter one or more characters and then the % sign into a certain field, or use a wild-card feature in one field and combine it with another field. Example 1: If you are looking for a last name that begins with a C, enter c% into the last name field and select Search.
Locate a Case
All cases where the last name begins with C will show in the Results list.
If you wish to access any of the records, click on the link on the Child’s Name.
If you are not sure which one is the case you want, you can click on the Preview link to view a summary of the case.
Example 2: If you are looking for a child born on 3/1/08 and know the last name starts with “S,” but are not sure of the spelling of the last name, you can enter the Date of Birth and use s% in the last name field. Click Search when you have entered the desired criteria.
The cases matching these criteria will appear in your search results.
Start New Case
4. Start a New Case
This function is used to start a new birth record in the system.
Step 1: From the Main Menu Life Events Birth submenu, select Start New Case
You will see the following screen:
In order to Start a New Case in the system, you need certain minimum required information about the child. On the screen, a red arrow indicator shows which fields are required.
Currently, the minimum required information to Start a New Case is: Child’s Last Name, Date of Birth, Sex, Child’s Medical Record Number and Mother’s Medical Record Number. Medical Record numbers are required to be entered twice to verify accuracy. (The medical record numbers are not required fields for midwives who are not associated with a hospital.)
Red arrows indicate required fields.
Start New Case
All dates must be entered using one of the following formats:
a. MONDDYYY - where MON represents the letter abbreviation of the month’s name, DD
represents the two digit day of the month and YYYY represents a four digit entry for the year. (For example, AUG132008)
b. MM/DD/YYYY - where MM represents the two digit month number, DD represents the
two digit day of the month and YYYY represents a four digit entry for the year. (For example, 08/13/2008)
c. MM-DD-YYYY - where MM represents the two digit month number, DD represents the
two digit day of the month and YYYY represents a four digit entry for the year. (For example, 08-13-2008)
d. MMDDYYYY - where MM represents the two digit month number, DD represents the
two digit day of the month and YYYY represents a four digit entry for the year. (For example, 08132008)
Regardless of the format used to enter a date, the format used to display dates will always be MON-DD-YYYY. (For example, AUG-13-2008)
Another method for entering dates is to use the Calendar Control. By clicking on the calendar icon ( ), you will bring up the Calendar Control shown below. By default, the current Month, Day and Year are pre-selected and shown in red. If the correct month and year are displayed, click on the desired day of the month and the correctly formatted date will automatically populate the date field.
If you need to change the date from the default setting, click on the Month dropdown list and select the desired month from the list.
Start New Case
Next, click on the Year dropdown list and select the desired year.
Lastly, once the correct month of the correct year is displayed simply click on the desired Day of the month and the correctly formatted date will automatically populate the date field.
Calendar Control Hints: To quickly key in the current day’s date, click on the Today link on the bottom of the control or use the F12 key on your keyboard. Click Clear to clear out a previously selected date or click Cancel to close the control without saving any changes.
Start New Case
Step 3: When you select Search, the system performs a duplicate check to see whether there are any cases with the information that you entered already present in the system.
Please note that when you click the Search button and the Results page displays, you have not yet created the new case. This screen simply displays the duplicate check before the new case is created.
AT THIS POINT YOU WILL SEE ONE OF TWO RESULTS, BASED UPON WHETHER THE SYSTEM IDENTIFIED A PREVIOUSLY-ENTERED RECORD THAT HAS MATCHING INFORMATION TO THE CASE YOU ARE ATTEMPTING TO START.
1. Information you entered matches another case(s) in the system.
If there are any cases in the system that match the information you entered, you will see matches in a Results list.
You can now click on the Preview link to view a summary of each case to determine if any one of them could be a duplicate of the one you are starting:
Start New Case
A. If you determine that a case listed is the one that you were attempting to start, DO NOT START A NEW CASE-THIS WILL CREATE A DUPLICATE RECORD.
DO NOT CLICK HERE IF THE CASE LISTED ABOVE IS THE ONE FOR WHICH YOU WANT TO ENTER DATA!!!
Instead, click on the link provided on the Child’s Name or the Select link to access the case and continue entering data.
B. If you determine that none of the cases listed in the Results list is the case you are starting, you may start your case by selecting the If the case does not appear above, start new case button.
Start New Case
2. Information you entered DOES NOT match any case(s) in the system.
If there are no matches to your case, your Results list will not contain any cases. This means that this case has not been previously created and you can safely start a new case. Select the If the case does not appear above, start new case button to begin your case. At this point your case will be created.
You will be taken into the new record where you may begin entering data. The information you entered into the Start New Case page will be filled into the appropriate data fields by the system.
Screen Navigation
5. Screen Navigation
The system provides navigational buttons on all screens to assist you in moving from screen to screen. In general, any text displayed with an underline will lead to another page when it is clicked with your mouse - these are called “links.”
Use of the buttons and links provided in the system is recommended for navigation. The Back button on the Internet Explorer web browser tool bar should be avoided when working with the application. The use of this button may result in the loss of data. The application often provides a Return button or similar feature that can be used to return to a previously viewed page.
Menus
After a case is started in the system you will notice that the Main Menu is collapsed and the Birth Registration Menu has appeared and opened up.
You can open or close any menu at any time by clicking on the bar with the menu label. For example, you may go back to Main Menu by clicking on the Main Menu bar.
Clicking on the Birth Registration Menu bar will collapse the Main Menu again and open the Birth Registration Menu.
An up-arrow indicates that the menu is expanded
A down-arrow indicates that the menu is collapsed
Screen Navigation
Each of the Birth Registration pages can be selected from the links in the Birth Registration Menu. To view the information or to enter data into any of the pages contained in Parent Information or Facility Information, simply click on the link for that page.
IMPORTANT: If you are entering data for a record and using the links in the Birth Registration Menu to move from one page to another, make sure you save your data or validate the page (see the next section: Navigational Buttons) before you move on to another page; if you do not save, the information you entered on the current page will be lost.
For example, if you want to go from where you are now (the Child page) to the Newborn page, first click the Save button and then click here on the ‘Newborn’ link.
You will be taken directly to the Newborn page.
Screen Navigation
Navigational Buttons
There are five navigational buttons that can be found on each Birth Registration page:
VALIDATE PAGE
When selected, edit and validation rules that are built into the system are run for this page as well as for the complete case. It will also SAVE the information entered on the page. If there are any edits or validation rules that have failed on this page, you will see yellow or red coloring in data fields on the page and a list of errors on the bottom. You will also see colored arrows next to each page link in the Birth Registration Menu.
Refer to the EDITS and VALIDATION section (page 46) for further explanation.
NEXT
When selected, you will go to the next page in the record. The information entered on this page will also be saved.
CLEAR
When selected, the information on the current page that was entered after your last save action will be cleared. You will lose any information that has not yet been saved.
SAVE
Screen Navigation
RETURN
When selected, you will go to the previous page. If you entered information on this page you must SAVE it before selecting Return. You will lose any information if you do not save.
***Make sure you SAVE your information before you navigate off of a page. You can save information you have entered on any page by selecting SAVE, VALIDATE PAGE or the NEXT buttons (but not if you click on a link to another page in the Birth Registration Menu!).
Moving from Field to Field Inside a Page
The most common way of proceeding through a record is by clicking on each question and/or entry option with your mouse. This is also the slowest and least efficient way of going from one field to the next. Instead, use the Tab key on your keyboard to advance forward through fields on a page. Alt-Tab, which is triggered by holding down the Alt key while pressing the Tab key, will move you back to the previous field. Tabbing off of data fields with dropdowns when you have made your selection will also help you avoid unintentionally changing the answer by accidentally moving the scroll wheel of your mouse when the data field is highlighted.
Your data will be saved if you use the VALIDATE PAGE, NEXT, or SAVE buttons.
Screen Navigation
The Registration Header
The Registration Header helps you keep track of missing data that can prevent a birth record from being registered. It is also a valuable tool for tracking the status of a birth case.
The Registration Header can be viewed from any of the pages of information in the Birth Registration Menu. Locate the blue bar at the top of the information window.
This bar displays the:
Case ID #, Mother’s Medical Record #, Child’s Medical Record #, Child’s Name, & Child’s Date of Birth
Clicking on this bar or the darker blue arrow at the upper right corner will expand the header and show the statuses associated with this particular record:
The initial status assigned to a new electronic case is New Event/New Event/Uncertified/Not Registered. These statuses will change as information is entered and validated for the case, and as actions are taken to prepare a case for registration.
Please refer to the Record Statuses and Work Queues section (page 65) for a detailed explanation of the statuses that can be associated with a record.
Clicking either the Registration Header or the blue arrow a second time will close the header.
Data Entry Screens-Child Page
6. Data Entry Screens
Data items are grouped into pages (or screens) with related information, and follow the order of the items found on the worksheets. The pages under “Parent Information” consist of information mostly from the Mother’s Worksheet (form VR-203), while the pages under “Facility
Information” consist of information from the Facility Worksheet for Newborn Registration (form VR-204).
For detailed descriptions and definitions of each data item, please see the
Guidelines for the New York City Electronic Birth Registration System (EBRS): Basic Procedures and Data Definitions.
(EBRS Manual, rev. 9/4/08, Available at http://www.nyc.gov/html/doh/html/vr/vr-evers.shtml)
A glossary of commonly used icons and controls on these pages can be found in Appendix A. Please familiarize yourself with these controls. Any special icons or controls found on a specific page will be noted below.
A. Parent Information
Child Page
The information that you entered on the Start/Edit New Case page will be auto-populated in applicable fields.
Data Entry Screens-Mother Page
Mother Page
Note the special control buttons on this page:
1. - The button is an auto-calculate button. Clicking on this button will auto-fill the age field, calculated from the date of birth that was entered.
2. - The icon is called the Places icon. It allows for selection of a place from pre-filled menus. Use of this icon is strongly recommended, as it will fill in proper capitalization, spelling, and placement of place names. Data can be entered by typing the information in directly but it is NOT the preferred method.
To use, click the icon and the Places table will display. You must choose each level down from Country, to State, to City. After each choice is selected, you must click the arrow button to the right to fill in the next level.
Once you have filled in each level of the Address, click the Select button and the information will fill into the Address fields.
Clicking None will fill 000-00-000 into the Mother’s SSN field. Clicking Unknown will fill 999-99-9999 into the Mother’s SSN field.
Clicking this button will copy the entry of the Mother’s Current Legal Name into the Mother’s Maiden Name fields. You may make changes to any field, if needed,after it is copied.
Please note that not all geographic information for places is available yet. If you are using the Places table to fill an address and notice that the correct information is not included in the City level, you can fill in some of the Address (for example, the Country and State) using the Places table and then type the rest of the information into the record.
Data Entry Screens-Mother Address Page
Mother Address Page
The icon is the Places icon. It allows for selection of a place from pre-filled menus. Use of this icon is strongly recommended, as it will fill in proper capitalization, spelling, and placement of place names. Data can be entered by typing the information in directly but it is NOT the preferred method. For help with using the Places icon, please see the instructions on the Mother Page (previous page).
If the Usual Residence Address and the Mailing Address are the same, click on the Same As Residence Address checkbox to copy the information from the Residence Address fields into the Mailing Address fields.
Clicking on the No Mailing Address checkbox will fill the Mailing Address fields with Unknown.
Data Entry Screens-Mother Attributes Page
Mother Attributes Page
Using a look-up menu ( ): If you are specifying a non-Hispanic ancestry, you must choose the ancestry from the look-up menu. You cannot enter it in manually. After you select the radio button next to Non Hispanic, click on the magnifying glass icon:
Data Entry Screens-Mother Attributes Page
Enter the first letter of the ancestry, and then the % sign to do a wild-card search. Here, as an example, we will be looking up someone who entered “Russian” as their ancestry:
Enter R% in the search field:
Once you click the Search button, you will see a menu listing all of the ancestries that begin with an R:
Click on the select link for the ancestry you want, and it will fill into your Ancestry field on the screen.
Data Entry Screens-Mother Health Page
Data Entry Screens-Paternity Page, Father Page
Paternity Page
You must answer this question. Select the appropriate choice from the dropdown and select NEXT.
You will only be able to see the Father’s screens if your answer is ‘Yes, Married’ or ‘Yes, Paternity Acknowledgment.’ If you selected either of the ‘Yes’ answers and entered the father’s information, and subsequently wish to remove the Father’s information for any reason (for example, the Office of Vital Records asks you to remove the Father because of an error or information missing on the AOP), you can simply change this answer to ‘No’ and the Father’s information will be removed from the record.
Father Page
The button is an auto-calculate button. Clicking on this button will auto-fill the age field, calculated from the date of birth that was entered.
The icon is called the Places icon. It allows for selection of a place from pre-filled menus. Use of this icon is strongly recommended, as it will fill in proper capitalization, spelling, and placement of place names. For help with using the Places icon, please see the instructions on the Mother Page (page 28).
Clicking None will fill 000-00-000 into the Father’s SSN field. Clicking Unknown will fill 999-99-9999 into the Father’s SSN field.
Data Entry Screens-Father Attributes Page
Father Attributes Page
See the Mother’s Attributes Page (page 30) for instructions on how to use the Ancestry
Data Entry Screens-Place of Birth Page
B. Facility Information
Place of Birth Page
The system automatically fills in the place of birth information based upon the user profile of the person who is logged in to enter the data. If logged in as a hospital or birthing center site, the information should be automatically filled in.
The name and address filled in by the system should be correct and cannot be edited. If there are errors in the name or address of your institution, you must notify the EBRS team at (212) 788-4575.
If the birth occurred at a location other than the usual site (e.g. home birth, en route to the hospital in an ambulance, or other location such as street), you may change the Type of Place selection and provide the location of birth information.
Data Entry Screens-Prenatal Page
Data Entry Screens-Pregnancy Factors Page
Data Entry Screens-Labor Page
Data Entry Screens-Delivery Page
Delivery Page
You will only be able to view the Indications for Forceps if the answer to ‘Was delivery with forceps attempted but unsuccessful?’ is ‘Attempted and successful’ or ‘Attempted but unsuccessful.’
You will only be able to view the Indications for Vacuum if the answer to ‘Was delivery with vacuum extraction attempted but unsuccessful?’ is ‘Attempted and successful’ or ‘Attempted but unsuccessful.’
You will only be able to view the ‘If Cesarean, was a trial of labor attempted?’ and the Indications for C-section if the answer to Final Route and Method of Delivery is Cesarean.
‘Complications from any of the above?’ refers to Anesthesia only and will disappear if ‘None of the above’ or ‘Unknown’ is selected for Anesthesia.
Data Entry Screens-Newborn Page
Data Entry Screens-Newborn Factors Page
Data Entry Screens-Admissions and Discharges Page
Data Entry Screens-Attendant/Certifier Page
Attendant/Certifier Page
If you are a Certifier (i.e. you have the ability to sign/certify birth certificates), and you started the case, your information will be auto-populated into the Certifier information on this page:
Data Entry Screens-Attendant/Certifier Page
If you are not a Certifier, you will be able to select the certifier from look-up menu. You can access the Certifier look-up menu by selecting the magnifying glass icon next to the Certifier label.
A search box will then pop up:
Enter a % sign in the Last Name field to search all available Certifiers or enter the last name of the Certifier you would like to select.
Click Search when you have entered your criteria. Your list will be displayed:
Data Entry Screens-Attendant/Certifier Page
The name and address of the Certifier you selected will appear on the record in grey type:
If you need to remove the Certifier listed in the record, click on the Erase icon ( ). After you confirm the message asking you if you are sure you want to clear the Certifier data, the name section will be cleared. You can then use the look-up menu to insert the new Certifier. Make sure you save this information after making the change!
Attendant at Birth can be typed into the fields or selected from the Attendant look-up menu.* (Follow the same steps used for selecting a Certifier.)
*Please note that the Attendant look-up menu will only be populated with names if your facility’s EBRS System Administrator has submitted a list of Attendants to DOHMH to be entered into the system. If your Attendant look-up menu is not populated with names, please contact your facility’s EBRS System Administrator and request that they submit a list of birth Attendants to the DOHMH EBRS team.
ONCE YOU FINISH ENTERING ALL AVAILABLE INFORMATION INTO THE BIRTH REGISTRATION PAGES, YOU MUST VALIDATE THE REGISTRATION TO RUN EDIT RULES THAT CHECK THE QUALITY AND COMPLETENESS OF THE
DATA. PLEASE SEE THE NEXT SECTION FOR EXPLANATION AND INSTRUCTIONS
Edits and Validation
7. Edits and Validation
The EBRS system has built-in edit and validation rules to help you enter the data and improve its quality. Edit and validation rules can be invoked on each page by selecting the Validate Page button or for the entire record by selecting the Validate Registration link in the Birth Registration Menu.
Validate Page
When selected, edit and validation rules are invoked for this page as well as the complete case. It will also SAVE the information you have entered on the page. If there are any edits or
validation rules that have failed on this page, you will see yellow or red coloring in data fields on the page and a list of errors on the bottom. You will also see colored arrows next to each page link on the Birth Registration Menu.
• Red means that there are edits and validation rules that have not passed. These edits and validation rules are called HARD EDITS. Unless you perform corrective action, you will not be able to submit this record for registration.
• Yellow means that there are edits and validation rules that have not passed. These edits and validation rules are called SOFT EDITS. Unless you verify and/or correct
information entered, you will not be able to submit this record for registration. When you verify the information and override the rule, the yellow arrow will still show, signaling that this page has a ‘valid with exceptions’ status. Once the rules are overridden and saved, you will be able to submit this record for registration though the yellow arrows still appear.
• Green means that all edits and validation rules have passed.
These pages have not been completed yet and therefore still display red arrows
This is a Soft Edit, meaning that you need to verify or correct the information in this field before the record can be submitted for registration.
This is a Hard Edit, meaning you must perform a corrective action (enter information or change what was entered) before the record can be submitted for registration. These two pages have
green arrows, meaning that all edits have passed.
Edits and Validation
When you select the Validate Page button, notice that the Validation Results window at the bottom of the screen only takes up a small fraction of the height of the screen. If you are on a page where multiple edits are failing, the screen will be divided between the birth registration page and the Validation Results window.
You may only see the first error message; the rest of the error messages are hidden until you either scroll through or expand the Validation Results window.
To expand the window, place the tip of the arrow of your mouse cursor over the top grey line of the Validation Results window, click your left mouse button on the line and hold it down to drag the line upwards.
Pull this scroll bar down with your mouse to view the rest of the birth registration page Birth Registration Page Validation Results window Pull this scroll bar
down with your mouse to view the rest of the
Validation Results
Place the tip of the arrow of your mouse cursor on this grey line, click your left mouse button and hold it down as you move your mouse upwards. This will drag the line upwards and expand the Validation Results window so it takes up more of the screen.
Edits and Validation
The window will expand to take up more of the screen:
You may also decrease the size of the window the same way, except this time drag the grey line downwards.
Edits and Validation
Validate Registration
Edit and validation rules can also be invoked at any time by selecting the Validate Registration link from the Other Links submenu on the Birth Registration Menu.
When you Validate Registration, a page will display all the edits and validation rules that have failed for this case.
This list displays both HARD and SOFT edits and validation rule failures
The colored arrows indicate which pages have passed all rules and which have not.
Edits and Validation
Edit or Validation Rule Failures
SOFT EDIT failures require you to check certain unknown answers, out of range values, or inconsistent entries. All items in yellow must be verified and corrected when necessary. If you verify that an item showing in yellow is correct, you have the option to override the failure (see page 52 for instructions on soft edit failures).
For HARD EDIT failures, you must perform corrective action. You cannot override the failure.
Whether you Validate Registration or Validate Page you have a couple of options to verify and/or correct the information using the Validation Results:
• Goto Field • Popup
Go to Field
You can click on the FIX button in the Goto Field column and the system will take you to the page and field that requires verification and/or correction.
Click on the FIX button to go to the field
These are HARD EDITS (notice there is no override checkbox). They cannot be overridden; you must perform corrective action.
These are SOFT EDITS. You must verify your entry and either perform
corrective action or override the edit.
Edits and Validation
After you click the FIX button, the system will go to the field that needs correction.
MAKE SURE TO SAVE AFTER YOU HAVE MADE YOUR CHANGES!!!
Please note that the error message and red coloring will not disappear until you have validated the record again (either by using the Validate Page button or the Validate Registration link).
Popup
You can click on the FIX button in the Popup column and the system will open another window with the field(s) that need to be verified and/or corrected.
Click on the FIX button to open a popup window with the field to correct
Edits and Validation
MAKE SURE TO SAVE AFTER YOU HAVE MADE YOUR CHANGES!!!
Once you click the Save button in the Validation Popup window, the information will be saved and the record will be validated again.
Soft Edit Failures
For soft edit failures you must verify the information entered in the field. If the information is incorrect, you must perform corrective action. If the information entered is correct, you have the option to override the failure.
For example, if you received the following error messages:
First do a Popup to check what was entered in the Mother’s weight field.
Oops! This was supposed to be 141 pounds.
Make your selection here and then click Save.
Edits and Validation
Enter the correct value and click Save.
Your validation results refresh and only one edit remains:
The above edit is a verification edit. You left the first name of the child blank. The system is asking you to make sure you want to leave it blank. If you did not mean to leave it blank, you can enter the first name now. In this sample case, you do wish to leave it blank, because the parents have not yet chosen a first name for their child. You need to override this edit so you can proceed with certification.
Overriding a Soft Edit
You verified the information entered for a field where a soft edit has fired, and you want to leave it the way it was entered. To override, click on the check box in the Override column
corresponding to the edit you want to override.
Once you see a check mark, click on Save Overrides.
The error message and yellow arrow for that page will not change, but the override has been saved. Once you re-validate the registration, if you have passed and/or overridden all of the edits on the record, you will now be able to proceed to certification.
Certifying and Authentication
8. Certification and Authentication
In order to certify a birth case, you must:
• Have the Certifier role assigned to your username.
• Be biometrically enrolled. This means that you must have at least one fingerprint
associated with your profile for the system to verify. (Facility EBRS System Administrator will enroll your fingerprints.)
• Have a biometric device attached and installed on your workstation. (See your
System Administrator, IT department or the Biometric Set-up instructions).
• Be logged into your account.
• Have your name entered into the Certifier’s information on the Attendant/Certifier
page in the birth record.
EBRS will allow you to certify and authenticate the case only after you have validated the case and all edits have passed (green arrows) or soft edits have been verified (overridden) and/or corrected (yellow arrows).
Once the case has achieved valid status, you will notice a Certify link appear under the
Attendant/Certifier Page link on the left hand side of the screen in the Birth Registration Menu.
The Certify link will appear for all users entering a record, regardless of your user role.
However, if users who do not have certifying privileges click on this link, the certification page will not be enabled:
This case is ready to be certified, because all edits have passed on most pages (green arrows to the left), and the soft edits on the Child and Prenatal pages (yellow arrows to the left and Validation Results above) were verified and overridden.
Certifying and Authentication
Certification
Step 1: Click on the Certify link from the Birth Registration Menu.
You will see the Affirmation Page.
Step 2: Complete the affirmation by clicking on the checkbox next to the affirmation statement. Click Affirm.
You will notice the instruction ‘1-Place finger’ appear under the green square.
Click Certify.
3. Click Affirm. 2. Click in this
box to place a checkmark.
Certifying and Authentication
Step 3: Place your finger on the biometric device as instructed by your System Administrator during your initial biometric enrollment.
If you see the above two screens in succession, your certification/authentication was successful. You now have a check mark next to the Certify link in the Birth Registration Menu.
Upon certification, if there is no Acknowledgment of Paternity (AOP) to be submitted with the case (you indicated the parents are married or you did not enter the father’s information), the record will be automatically registered. If you indicated there is an AOP with the case, the record will be placed in a queue to be reviewed for registration approval after the AOP form is received by the DOHMH Office of Vital Records.
You are finished with this case. When you click on the Return button, the system will take you to the Child Page. You are no longer able to edit any information on any of the pages (the data will be greyed-out). You may now either Logout or you can go to Main Menu on the left hand side and Start a New Case or search for another case using Locate Case.
There is also a shortcut to certification provided through a link in the Birth Certification
Required queue. For help with the use of work queues, please see the Record Statuses and Work Queues section (page 65). The detailed instructions for the use of the certification link in the Birth Certification Queue are provided on page 72.
Certifying and Authentication
Troubleshooting for Unsuccessful Attempts at Certification
If your authentication was not successful, you will get one of several messages:
1. “Bad Data”: The device could not read your fingerprint. Place your finger on the device and try again.
2. “Verification failed – Invalid user”: This means that the verification software was unable to match the fingerprint with the profile of the person who was selected to be the Certifier in the birth record. You will need to check several things:
• Make sure your name is entered into the Certifier portion of the birth record and was selected from the look-up menu as opposed to being typed into the fields. If you need to change the name, make sure you save the changes.
• Make sure the finger you are trying to use is being recognized properly by the system. Contact your System Administrator for assistance with verifying and testing that your fingerprints are enrolled in your user profile.
3. “Not initialized”: The device is not connected properly to the computer.
• Check the connection between the device and the computer. Pull out the USB plug and plug it in again.
• If re-inserting the device into the USB connection does not work, you may need to reinstall the driver software. Contact your System Administrator for assistance.
If you continue to have problems, contact your System Administrator.
Uncertifying a Case
Sometimes after a record has been certified, it is determined that a mistake was made on the record. You can make changes to a record up until the point it has been registered. Records without a Paternity Acknowledgment (AOP) will be automatically registered once they are certified, but records with an AOP will not be registered until the AOP is received and approved by DOHMH, which therefore gives a short time window for changes after certification.
Birth users who are not certifiers will not have the security privilege to uncertify a birth record. Only users who have the role of Certifier will be able to uncertify a record and resubmit the case to the DOHMH.
To make changes to a record that has already been certified, but not registered, a person with certifying rights at your institution will need to uncertify the electronic record, make the changes, and then certify the record again using the following steps:
Certifying and Authentication
Open up the child’s record. You will see that all of the data entered into the pages are greyed out and is unable to be modified. If you do not see the Certify link with a check mark next to it in the Birth Registration Menu, click Validate Registration in the Birth Registration Menu.
The Certify link in the Birth Registration Menu will then show up with check mark next to it. Click on the Certify link. Once the page opens, you will see a message stating that the record has been certified. Click Uncertify.
You will be asked if you are sure you want to unaffirm the registration. Click OK.
You will see a message stating that the record has been uncertified.
Click Return. You can now go into any page in the record and make changes. Once you have finished, use the Certify link to re-certify the record.
If you do not see this,
Link Plural Delivery
9. Link a Plural Delivery
Any time you have a multiple birth, it is to your advantage to use the Link Plural Delivery function in the system. Once the first record from the set has been entered, this function can be used to replicate the mother’s, father’s (if applicable), and some of the birth information into the second record, without having to type it over again. It is also a useful tool to use since the linkage between the records can help you monitor whether all records were submitted correctly for a multiple birth.
To link a second record to the first record created for a multiple delivery:
Enter all information for one of the infants. If you have indicated on the Newborn page that the infant was one of a multiple delivery, once you have finished entering the data, validated the data, fixed any errors and/or overridden any soft edits, and saved the record, you should click on the Link Plural Delivery link under the Birth Registration Menu/Other Links.
Please note that Link Plural Delivery will not show up until you indicate in the Newborn page that the infant is one of a multiple delivery. If you selected that this is a singleton birth, you will not see this link in the Birth Registration Menu.
Link Plural Delivery
You will see a summary of the current case. To link a second record, click on the Link New Case button.
Link Plural Delivery
Enter the information for the second record you will be entering for the set. At a minimum, last name, date of birth, and gender are required. Click Search.
At this point you will see one of two screens, based upon whether the second case was created prior to the current case you are attempting to link.
1. If the second case was NOT created prior to the current case you are attempting to link, you will see the following screen with a message in red stating that there are no cases matching the criteria you have entered. Click Start New Case to proceed with the next case in this multiple delivery.
Link Plural Delivery
You will now see a screen with both cases listed. Note two things: a Linkage ID number has been created, and Unlink is showing on the right. Your cases have now been successfully linked. In addition, the screen shows a Birth Order column which shows the order of the infant(s)
already entered.
To enter the information for the second case, click on the link for the second child’s name in the list and you will be taken into the record. Notice that the parents’ information and certain birth items have been pre-filled into the record from the first. You can continue entering the rest of the information for the case.
If this is an error and you do not want them to be linked, you can select the Unlink and the two cases will no longer be linked.
If there are more than two live births in the delivery, follow the instructions over again to link the third, fourth, etc. record(s).
Link Plural Delivery
2. If the second case was created prior to the current case you are attempting to link, you will see the following screen with the search results. Note that the first case is listed and displayed as the Current Case in the summary.
If you are unsure that the other case found by the search is the second one that you want to link, you can click the Compare link and view both cases:
First case
Second case displayed in search results
First case
Link Plural Delivery
After reviewing the two cases and verifying that these are twins, triplets, etc., click on Link.
Note two things: a Linkage ID number has been created, and Unlink is showing on the right. Your cases have now been successfully linked. In addition, the screen shows a Birth Order column which shows the order of the infant(s) already entered.
If this is an error and you do not want them to be linked, you can select the Unlink and the two cases will no longer be linked.
If you need to continue entering information for the second case, click on the link for the second child’s name in the list and you will be taken into the record.
Record Statuses and Work Queues
10.Record Statuses and Work Queues
The EVERS application provides work flow and data quality management through the
assignment of statuses. The birth registration process involves many steps that are completed by several parties. In order to track these steps, the system assigns one or more statuses to the record when an action is performed (e.g. certification of the case) or event occurs (e.g. validation rule failure). Many statuses are associated with work queues, which serve as lists to group records together that are still missing information or awaiting action.
Record Statuses
The initial status assigned to a new electronic case is New Event/New Event/Uncertified/Unregistered. The goal of all parties in the registration process is to obtain a ‘perfect’ status. A perfect status would indicate the highest data quality and completion of all steps in the registration process (e.g., Legal Valid/Medical Valid/Certified/Registered). Sometimes a birth record may contain values which are valid, however, those values cause soft edit rule failures which in turn have been overridden, indicated by the Legal (or Medical) Valid with exceptions status. Therefore, it is also
possible to have a registered record with a Legal Valid with exceptions /Medical Valid with exceptions/ Certified/Registered status or any combination of valid and valid with exceptions.
The table below lists the possible statuses that can be assigned to a record throughout the registration process and describes what each status means.
Statuses Assigned What does this status mean?
Legal portion of the certificate
New Event No information is entered or the data corresponding to the legal portion has not been validated.
Legal Invalid
Legal data has one or more errors/omissions requiring correction; hard edits are still firing on legal data and/or soft edits have not been overridden. You will not be allowed to proceed to certification.
Legal Pending Required legal data is missing or invalid; hard edits are still firing on legal data and/or soft edits have not been overridden. Legal Valid with exceptions Soft edits on the required legal data are overridden. You will
be allowed to proceed to certification.
Legal Valid All required legal data passed the edit checks. You will be allowed to proceed to certification.
Medical portion of the certificate
New Event No information is entered or the data corresponding to the medical portion has not yet been validated.
Medical Invalid
Medical data has one or more errors/omissions requiring correction; hard edits are still firing on medical data and/or soft edits have not been overridden. You will not be allowed to proceed to certification.
Medical Pending
Required medical data is missing or invalid; hard edits are still firing on medical data and/or soft edits have not been overridden.
Medical Valid with exceptions Soft edits on the required medical data are overridden. You will be allowed to proceed to certification.
Medical Valid All required medical data passed the edit checks. You will be allowed to proceed to certification.
Certification
Uncertified
This record is not certified. Appears as a status for the case up until the point it is certified, regardless of the status of the Legal and Medical portions of the data.
Birth Certification Required
This record is not certified. Only appears as a status when the record is given a Valid or Valid with exceptions status for both the Legal and Medical portions. This indicates that the record is ready for certification.
Certified The record is certified.
Record Statuses and Work Queues
Statuses Assigned What does this status mean?
Registration
Not Registered The record is not registered.
Registration Approval Required - AOP The record is placed in a queue awaiting review and approval of the AOP by the Office of Vital Records.
Registration Approval Required
Since the Place of Birth was indicated to be a Homebirth or somewhere with an “Other” specification, the record is placed in a queue awaiting review and approval of the case by the Office of Vital Records.
Registered The record is registered.
Abandoned
This unregistered record was abandoned by the Office of Vital Records in response to a notification from the facility that the record is a duplicate or was erroneously entered.
Void
This registered record was voided by the Office of Vital Records in response to a notification from the facility that the record is a duplicate or was erroneously entered.
Acknowledgment of Paternity
AOP Pending Completion The case has not yet been selected for inclusion on an AOP Transmittal Sheet. (Currently not enabled in the system.)
AOP Pending The AOP for the case is awaiting approval by the Office of Vital Records.
AOP Appears for registered cases indicating that an AOP was submitted and approved for the case.
AOP Rejected The AOP for the case was rejected by the Office of Vital Records and the case needs to be resubmitted for registration.
Relationships between Records
Birth Potential Duplicate The system has identified that there is a possible duplicate record entered for this case.
Plural Delivery Linkage Required This case is part of a multiple birth but not linked to the other records from this delivery.
Work Queues
As registrations work their way through EBRS, they will pass from one work queue to another. Queues are the categories or status levels associated with the record entry and processing. Your queue list serves as a “to do” list or reminder list of records in need of attention.
There are seven work queues that are assigned to all external (birthing institution) users:
1. Legal Pending - This queue lists records that are incomplete or still have unresolved edits firing on the legal portion of the birth record.
2. Medical Pending - This queue lists records that are incomplete or still have unresolved edits firing on the medical portion of the birth record.
3. Birth Certification Required - This queue lists records that are complete but still need to be electronically signed (certified using the biometric device).
4. Birth Potential Duplicate - This queue lists records that were identified by the system as potential duplicate records.
5. AOP Rejected - This queue lists records with an accompanying Acknowledgment of Paternity (AOP) that were rejected by the Office of Vital Records during the registration approval process.
6. Legal Info Rejected - This queue lists records that were rejected by the Office of Vital Records during the registration approval process due to errors in the legal portion of the record (may or may not have a concurrent AOP rejection).
7. Medical Info Rejected - This queue lists records that were rejected by the Office of Vital Records during the registration approval process due to errors in the medical portion of the record (may or may not have a concurrent AOP rejection).
Record Statuses and Work Queues
There are several things to note:
• Records appearing in one work queue can also appear in another work queue. For example, if a record is unfinished (missing information in both the legal and medical sections), it will appear in both the Legal and Medical Pending queues.
• Access to certain work queues is specific to your user role (controlled by EBRS
administration at DOHMH). Certifiers at your institution might have access to different queues than data entry clerks.
You can access your work queues either from the Current Activities on the Home page or by selecting Queues Registration Work Queues from the Main Menu.
Queues are only shown in the Current Activities window when there are cases placed in them with that specific status. For example, if there are no cases with the Birth Certification Required status (in other words, no cases are ready for certification at the current point in time), the Birth Certification Required queue will not appear in your Current Activities list.
Clicking on the link provided on the queue name from the Current Activities will take you to the queue list, where you can access the case needing action.
For example, clicking on the Birth Certification Required link…
…will take you to the Birth Certification Required queue list.
You can use the link provided on the child’s name or the Case ID number to access the case and perform whatever action is needed.
Record Statuses and Work Queues
If accessing your work queues from the Main Menu (Main Menu Queues Registration Work Queues), you will see a slightly different queue search window:
You must use the Queue dropdown menu to specify which queue you want to view:
Once you make your selection from the dropdown menu, the queue will display.
You can use the link provided on the child’s name or the Case ID number to access the case and perform whatever action is needed.
Record Statuses and Work Queues
Advanced Use of Work Queues
There are additional display options, search functions, and filters that can be applied to your queues. Links are also provided at the bottom of work queues as shortcuts to other functions.
Display Options
If your queue contains more than 20 records, the default is for the system to divide groups of 20 records into pages on the screen:
If you would like to change the number of records displayed per page, you can change the number and then click Search, or, you can display all records on one page by clicking the Show All Rows button:
The system default is set at displaying 20 records per page.
You can navigate to the next pages of 20 records using the links found here.
The total number of records in the queue is displayed here.
You can change the number of records to display per page…
…and then click Search to change the display.
Or, you can click the Search All Rows button to display all records on one page.
Record Statuses and Work Queues
Search Functions and Filters
If your queue contains a large number of records, you may want to search for a specific record, or apply filters to narrow your search.
To search for a specific record by Case ID number, select Case Number from the Search Type dropdown menu and specify the Case ID number in the Value field. Click Search.
If the case is found, it will be returned:
You can also narrow the results of the queue by using filters. Filters can return a group of records that fit specified criteria.
Here, the most useful filter will be the Age filter. This filter will return a group of records that fall into a certain specified range of days since the birth date indicated on the record.
To search for a specific case, change Search Type to Case Number…
…enter the Case ID number…
…and click Search.
You can use the link provided on the child’s name or the Case ID number to access the case and perform whatever action is needed.
Select Age from the dropdown menu for Filter…
…which will then refresh the page and display the Value dropdown.
